Overview of the invoicing processLast updated on 03/22/2022

The invoicing process allows you to manage and control all aspects of invoicing:

• Maintain accurate invoicing to ensure good customer relationships

• Provide your customers with transparency

• Reduce the time you spend on reviewing invoices

• Minimize the chance for any errors

• Simple and up-to-date reporting

• Export transactions to your accounting software with accuracy

The invoicing process begins when you generate the invoice by booking a job. To learn more, see Book a job.

The status of your invoice is Pending from the time you generate the invoice until you batch the invoice.

While the invoice is in Pending status, you can:

• Edit job details

• Edit the invoice

  • Add or remove tasks

  • Make payroll adjustments

  • Add estimates

After a job is complete, you can review invoice details and send the invoice to your customer:

• Technicians can send invoices to customers when they’re with the customer through the ServiceTitan Mobile app. For more on how technicians can send invoices to customers, see Print or email an invoice or estimate in ServiceTitan Mobile.

• If a technician didn’t send an invoice to your customer, you can review the invoice from the office before you send it to the customer. For more on how to send invoices to customers, see View, print, or email the customer invoice.

• Manage outstanding customers through the AR Management screen by sending statements to customers. For more on AR Management and how to send statements, see Send customer statements and Send balance forward statements.

In the Batch/Export Transactions screen, you can batch invoices:

• Review and finalize your invoices before adding them to a batch.

• Batch groups of your transactions to post and export to your accounting software.

• You can edit a batched invoice up until when you post the batch. You cannot make changes to posted invoices.

• You can add as many invoices as you want to a batch.

• A batched invoice remains in Pending status until the batch is posted.

• You can batch an invoice that doesn’t have an applied payment.

For more on batching invoices, see Create a batch.

After you review your batched invoices, you can post them:

• When you post a batch, the status of the batched invoices changes from Pending to Posted.

• After you post an invoice, you can only edit the:

  • Service location

  • Business unit or job type

  • Payment

• You cannot add or remove tasks from a posted invoice. If you need to make changes:

  • If the batch is posted but not exported, you can unpost the batch to make edits.

  • If the batch is exported, you can create an adjustment invoice to make edits.

Note: Payroll and accounting reporting only includes posted invoices.

For more on batch posting, see Post a batch.

In the Batch/Export Transaction screen, you can export posted batches to your accounting software:

• When you export a posted batch, the status of the batched invoices changes from Posted to Exported.

• If you need to make changes to an exported invoice, create an adjustment invoice.

• Invoices without any tasks do not export to your accounting software. Invoices with zero-dollar tasks with zero-dollar totals are exported.

You can export using either of the following options:

• ServiceTitan Web Connector to QuickBooks Desktop

• QuickBooks Online

• QuickBooks Desktop

• Intacct

• Bypass exporting a batch

Tip: Refer to the Pending Export Report to see exporting errors, if any occur.

See Accounting FAQs.

• Customize the invoice template

• Checklist: Audit an invoice before batching